A project proposal is a document that explains a planned project and asks a decision-maker to approve or fund it. It sets out the problem, the plan, the cost and the expected result. Team leads use one to pitch an internal initiative, agencies send one to win client work, and nonprofits submit one when they apply for a grant.
This page offers 48 project proposal templates, editable and free to download. Each gives you a ready structure, so you can focus on the argument rather than the layout. Use one as a project proposal format for an internal pitch, or read it as a project proposal example to see how the sections fit together before you write your own.
Write for the person who signs off. Describe the problem and the benefit in their terms, keep the first page short enough to read in two minutes, and move supporting detail to an appendix.
Once a proposal is approved, see our project charter templates, scope of work templates and construction proposal templates if you are bidding for building work.
Project Proposal Templates
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Project Proposal Template
Project Proposal Template
Important things to consider while writing a Project Proposal
There are many important things to consider when writing a project proposal. The following are some pertinent questions to ask before drafting one:
- What is the scope, schedule and cost of the project under consideration?
- What is the major problem that will be solved by carrying out the project under consideration?
- What are the resources that will be available for carrying out the project?
- What will be the estimated budget of the project?
- What will be the estimated time in which the project is required to be completed?
- How the project will be managed within the given time-frame or timeline?
- What goals the client will be trying to achieve?
- How the client will be benefited from the completion of the project under consideration?
- After the completion of the project,how it will be analyzed in terms of success?
Project Proposal Templates
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Project Proposal Template
Tips for Writing an Effective Project Proposal
A project proposal must be comprehensive and include all the relevant details and information. An effective project proposal should:
- indicate that you are fully aware of the requirements of the client.
- provide reference so as to prove that you are suitable, or most probably, the best person for the job.
So, in order to write an effective project proposal, make sure to follow these useful tips.
- Clearly state the goals and objectives the client wants to achieve by completing the project. Also show that you fully understand the client’s requirements.
- A single project usually consists of a number of tasks. So it is very important to break the whole project down into tasks.
- Provide the client with complete details of your fee or charges for every task.
- As an expert, give the estimated time period for completing the project. You can also add details of any expected delays.
- State your working method, for example the meetings you would like to have with your client or any other general information you will need from the client.
- It is very important to clearly specify to your client about how you would like to get paid.
- It is good practice to give the client your portfolio or other reference work so that they know your capabilities and skills for the job.
- Make sure to provide your complete contact details and information on the project proposal document.
Project Proposal Templates
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Project Proposal Template
Project Proposal Template
Project Proposal Template
Project Proposal Template
Writing a Project Proposal Around a Decision
Choose a proposal structure that helps the reader decide whether to authorize further work. Explain the need, proposed approach and resource implications before focusing on visual presentation. For additional editable proposal layouts, compare WordNExcelTemplates’ project proposal templates and retain the same scope, assumptions and approval request.
- Define the problem, intended beneficiaries and measurable outcome.
- Describe the approach, scope, assumptions and realistic alternatives.
- Present timing, costs, risks and the specific approval requested.
Worked Example
Example: a proposal for a customer-booking pilot identifies the users, a limited trial scope, the resources needed and the measure used to judge success. Asking for approval of a pilot is different from requesting funding for a complete rollout.
Common Mistakes to Avoid
Avoid presenting untested assumptions as confirmed benefits. Keep estimated costs and committed funding distinguishable.
Related Templates
- Construction Proposal Templates
- Project Charter Templates
- Scope of Work Templates
- Productivity Templates & Planners
Frequently Asked Questions
How is a proposal different from a project charter?
A proposal seeks a decision on an idea or approach. A charter establishes the purpose and authority of an approved project under the organization’s process.
Should alternatives be included?
Include material options and trade-offs so the recommendation can be assessed. A proposal is stronger when it explains why the chosen approach fits the need.
